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HomeMy WebLinkAbout06-19-1984 Approved PCSC Minutes PARK AND RECREATQ:ON COMMISSION MEETING MINUTES June 19 , 1984 The regular meeting of the City of Dublin Park and Recreation Commission was held on June 19 , 1984 . The meeting was called to order at 7 : 45 p.m. , by Chairman Zika, at the Homestead Savings Community Room, 7889 Dublin Boulevard. Roll Call - Commissioners : Barbara Donnell, Mae Hernandez, Eric Ovlen, Liz Schmitt and George Zika Staff: Director Gaylynn Firth. Oath of Office to New and Returning Commissioners - City Manager Richard Ambrose administered the Oath of Office to returning Commissioner Barbara Donnell and newly appointed Commissioner Eric Ovlen. Approval of Minutes - The approval of the Minutes of the May 15, 1984 meeting was moved by Commissioner Donnell and seconded by Commissioner Hernandez with the following corrections : OTHER BUSINESS: Commissioner Hernandez suggested we consider changing the Park & Recreation Commission meetings to the second or fourth Tuesday of each month, so that our meet- ings do not conflict with regularly scheduled DSRSD business meetings . SPECIAL MEETING: Chairman Zika called a Special Meeting to be conducted at 7 : 30 p.m. Tuesday, May 22, 1984 . Approved. The approval of the Minutes of the May 22, 1984 ,Special Meeting was moved by Commissioner Donnell and seconded by Commissioner Hernandez with the following correction. It was moved by Commissioner Donnell and seconded by Commissioner Schmitt to recommend City Council approval of the SRVCC daytime enrichment classes as submitted. It was recommended that an additional building attendant fee be charged for evening usage since an attendant must be hired during non-business hours . Shannon Center Up-Date - Director Gaylynn Firth announced that Barry' s Janitorial has been chosen as the contracting service to maintain the Shannon Community Center for the 1984-85 fiscal year. Janitorial ser- vice will be provided on a seven day per week basis at a cost of $852 . 46 per month. Telephone lines will be installed at Shannon June 27 . The Recreation Department will move into the Center June 29 ; and management effective July 1, 1984 . The renovation to the inner office is scheduled to be completed by June 29, including new carpet, new drapes, new lighting; as well as inner-office wall renovations . DSRSD has been most supportive of our move and very efficient in meeting renovation deadlines . Director Firth has communicated to SRVCC the need to meet the week of June 25th to finalize the management transition:: process, i .e. ; receiv- ing keys, facility orientation in regard to alarm system, security, removal of SRVCC inventory. Summer Program Up-Date - Director Firth explained that enrollment for the Summer Programs was presently lower than anticipated. An average of 10 children are registered for each of the first week sessions . This is adequate to begin operation, and Firth is anticipating an increased response from Summer School enrollees who observe the Programs in operation. Commissioner Donnell asked if Gaylynn thought the program had received enough exposure. Staff described methods of advertisement employed: regular newspaper articles, a brochure of classes mailed to each resident, flyers delivered to the children at the elementary schools, a direct mailing to all families enrolled in Summer School, a direct mailing to all families on waiting lists for Summer School, an 8-1/2 x 11" advertisement, including registration page, in the Valley Times, letters sent to all PTA Presidents and School Principals, as well as personal conversations with teachers and residents . The Staff discussed reasons why enrollment might not be meeting expecta- tions . The Department is brand new with no reputation as yet; Murray Elementary Summer School programs are available this summer for the first time in Dublin since Proposition 13 ; the cost of the programs may be prohibitive to many of the residents . Commissioner Ovlen suggested promoting the program innovations through added photo features, and/or offering a discounted registration fee each session to returning families as an incentive to participate . Commissioner Hernandez suggested recommending City Council consider subsidizing Summer Youth Programs in the future. Commissioner Zika added that he felt the program needs to be given a couple of years to become received by the community. Commissioner Donnell stated that a lot of people wait until the last minute to register. P.G. &E. Audit Report - A commercial and industrial conservation measure checklist, provided by PG&E, was presented. DSRSD is initiating changes in lighting, and installing a water :. heater "blanket" , at the Shannon Center, as a result of the facility audit . Dublin San Ramon Services District Park Improvement Report 1984-85 - Paul Ryan, DSRSD General Manager compiled a listing of anticipated capitol improvement projects for existing DSRSD facilities for the 1984-85 fiscal year. The Commission suggested that additional informa- tion detailing the project plans and time lines be obtained in order to become better informed of community improvement projects . Commissioner Ovlen suggested asking DSRSD how these projects were selected (i .e. community input, demographic studies, etc . ) and also suggested discuss- ing with DSRSD the need for our two agencies to begin to work cooperatively for the purpose of providing Park & Recreation services to residents . It was suggested by Commissioner Schmitt that we request receiving DSRSD Park & Recreation Committee agendas and minutes for the purpose of maintaining an awareness of proposed DSRSD Park & Recreation plans . Department Goals and Objectives - General goals for the Department during the 1984-85 fiscal year were adopted by the Commission at the May 15, 1984 meeting. These goals included 1) providing a public information service to the community regarding available resources and recreational services ; 2 ) providing staff support to the Park & Recreation Commission and City Council for the preparation of new program policies as they related to the City' s General Plan Subelements of Park and Recreation; 3 ) Developing a joint use of facilities agreement with the Murray Elementary District and Dublin High School, to facilitate children ' s and adult classes and programs ; 4 ) Managing Shannon Center as a public facility to accomodate City recreational programs and services ; and to provide an accessible facility to citizens and organization on a rental basis ; 5 ) Developing and coordinating after-school recreation programs for children K-6; 6) Re-activating Dublin' s involvement in the Camp Parks Gymnasium consortium with the Livermore Area Recreation and Park District and Pleasanton Recreation Department. The addition of one full-time Recreation Supervisor would be required in order to work directly with residents to research, plan and develop a community youth program, as well as work with the DSRSD to research and coordinate the scheduling of sports fields for community use . The Commission reviewed the goals established by Council during the 1983-84 fiscal year. Time was provided for Commissioners to brain storm what types of services this new Department will research and address; and what resource people are available to facilitate community services . Commissioner Hernandez stated that she has received several calls from concerned residents who want to see a Community Park in Dublin. Commissioner Schmitt pointed out that the Park & Recreation Commission must abide by the Park guidelines established in the City' s General Plan which specify the enhancement of existing facilities, and the acquisition of Kolb Park for a five (5 ) acre neighborhood park. It will be a key task of the Commission to research and make recommenda- tions to Council in regard to the development and design of recreational facilities at existing and acquired sites . Chairman Zika expressed an interest in building BBQ areas, picnic tables/bench s, additional children ' s play apparatus, and a par course into our park plans for community enjoyment. Chairman Zika also_ suggested several teen programs as well as developing computer programs , tennis club, exercise classes- and coordinating the scheduling of the Sports field. Commissioner Donnell referred resource poeple for instructing in the areas of photography, volleyball, and recommended the development of a drop-in playground program for children. Commissioner Hernandez shared several names of Seniors she felt could provide input into service development; and suggested looking into coordinating Senior tours, speakers, discount programs, special classes, and Meals on Wheels . Commissioner Ovlen stressed the importance of starting to lay out a map of the Community. o Researching demographic information about the community. o Discovering who comprises the communication base . o Deciding needs - (real vs . perceived) . o Establishing priorities . o Developing resource management: (human, physical, financial) . The Commission discussed the fact that these steps can not be taken overnight. It was generally thought that; the summer months could be used for data collection and definition of objectives with program development to follow. OTHER BUSINESS It was moved by Commissioner Ovlen and seconded by Commissioner Hernandez to change the regular Park & Recreation Commission meeting date to the second Tuesday of each month, effective August 1984, so that our meetings do not conflict with regularly scheduled DSRSD monthly meetings . Approved. Commissioner Schmitt volunteered to attend the DSRSD meetings on July 3, August 7 and August 21 for the purpose of becoming more informed of DSRSD plans and projects . Commissioner Schmitt asked staff to request that DSRSD include her on the agenda mailing list each month. It was suggested by Commissioner Hernandez that we offer an Open House the week of July 9 . Commissioner Zika suggested extending Open House into the evening hours to accomodate working people . Commissioner Zika volunteered to meet the public July 9 and 12 from 6 : 00 p .m. - 8 : 00 p.m. , Eric Ovlen July 10, 6 : 00 p.m. - 8 : 00 p.m. , and Barbara Donnell and Mae Hernandez July 11, from 6 : 00 p.m. - 8 : 00 p.m. The public will be encouraged to drop by Shannon Center any time between 8 : 30 a.m. and 8: 00 p.m. to share ideas, and meet Staff and Commissioners . Staff presented the June 4 , 1984 letter from Fred Zierten, the nutrition coordinator, representing the Social Services Agency of Alameda County. Mr. Zierten explained that several local organizations were trying to coordinate a home delivered mid-day meal program for non-ambulatory seniors in our area. He offered two alternative solutions for funding a program of this nature. 1 . Contract with an existing provider, (the family tutorial nutrition -program) who currently services Pleasanton - Livermore area at a cost of approximately $4 , 500-5, 000 the first year of operation. The option would find the family tutorial nutrition program extending their service area to Dublin/San Ramon. Their meal coordinator would receive requests for meals, coordinate delivery and take care of necessary accounting and mandated paper work. 2 . Contract with the family tutorial to do only meal preparation, coordination of requests, and necessary paper work. There would be a need to rely on churches and other organizations for recruit- ment of volunteers to deliver the meals . Option 2 was estimated to cost approximately $2000-3000 for the first year of operation. The Commission discussed the need for this type of service and asked how many seniors would benefit from the initiation of a program of this nature. Commissioner Schmitt moved to have the City Attorney review the program -and its options and decide what the City' s liability would be regarding our involvement in a referral service of this nature . Seconded by Commissioner Ovlen. Unanimously Approved. It was moved by Commissioner Schmitt and seconded by Commissioner Hernandez to recommend to City Council that the Recreation Department provide referral services through secretarial support to the home delivered meals program. 3 Ayes - Donnell, Schmitt, Hernandez; 2 Neys - Ovlen and Zika. Approved. Being no further business, the meeting was adjourned at 10 : 50 p.m. Respectfully submitted, Gaylynn Firth Recreation Director